Morton Michel’s “Be Prepared, Don’t Panic”

Be Prepared, Don’t Panic

When you run a children’s activities business, insurance can sometimes feel like another box to tick. You know you need it, but it can be easy to see it as paperwork rather than a practical way to protect your business, the children in your sessions and the venues you use.

The right cover – and knowing how to use it – can give you real confidence. It means that when something does go wrong, you’re not left wondering what to do next.

At Morton Michel, we work with children’s activity providers every day, so we see the types of incidents that can and do happen in real sessions.

Common incidents 

In busy classes and clubs, minor accidents are part of everyday life. Some of the most common incidents we see include:

• Slips, trips and falls
• Bumps, bruises and cuts
• Broken bones
• Damage to a third-party venue or property (for example, a damaged floor, mirror or piece of equipment)

These can happen in any type of class – from baby groups to drama, dance, sports or holiday clubs – and at any venue. Understanding how to reduce the risk and what to do if something happens can make a big difference to the outcome for everyone involved.

Be prepared

Good preparation is one of the best ways you can protect children, your team and your business.

Make risk assessments a living document

Risk assessments are vital because they help you identify and deal with potential hazards before a session begins. This supports you in providing a safe, enjoyable environment and shows that you are taking your responsibilities seriously.

A few things to consider when reviewing the risks for your sessions:

• The venue: Floor condition, trip hazards, access/exit routes, fire safety, lighting and temperature.
• The activity: Type and intensity of activity, age and abilities of the children, supervision ratios, any higher risk moves or equipment.
• The participants: Medical conditions, allergies, additional needs and any specific instructions from parents or carers.
• The environment on the day: Wet weather, changes to room layout, new equipment, temporary obstacles or anything unusual about that particular session.

It’s important to use your judgement and stay alert to change. Even in a familiar hall or studio, new factors can crop up from one session to the next, so a risk assessment should never be a one-off exercise.

Check your equipment and props

If you use props or equipment:

• Make sure they are suitable for the age group and activity.
• Regularly check for wear and tear or damage.
• Remove anything that isn’t working properly or looks unsafe.
• Store equipment so it can’t fall, be grabbed unexpectedly or create trip hazards.

Build in final checks before every class

A quick final walk-through of the room before each class can make sessions significantly safer. For example, you might:

• Clear clutter from walkways.
• Wipe up any spills immediately.
• Check doors and exits are accessible.
• Confirm mats, chairs and other equipment are securely positioned.

Safety precautions will vary depending on your class, venue and participants, but the key is to review them regularly.

Don’t panic

If an incident occurs, it can be a stressful and emotional moment. There may be an injured child needing attention, worried or upset parents, and anxious venue staff. In that situation, a potential insurance claim is unlikely to be your first thought.

However, there are a few simple, non-intrusive steps you can take that will help protect you and your business and support any future claim.

Record what happened

Where it is safe and appropriate to do so, consider:

• Taking photographs of any damaged property or relevant area of the venue.
• Taking the contact details of anyone who witnessed the incident.
• Asking witnesses for a brief written statement in their own words, if possible.
• Completing a full and detailed incident report as soon as you reasonably can.

Many providers now use digital forms or apps for incident logs, which can make it easier to capture information while it is still fresh in everyone’s mind.

Be careful with language

It is natural to want to apologise when someone is hurt or something is damaged. You can and should show empathy – for example, “I’m so sorry this has happened, let’s make sure you’re looked after.”

However, try not to say anything that could be interpreted as accepting blame, such as “This is my fault” or “I should have stopped that.” The facts can be considered later; in the moment, your focus should be on care and clear incident recording.

When to notify your insurer

It is a condition of most policies that you tell your insurer about any incident that could give rise to a claim, and it is important to do this at the time of the incident or as soon as reasonably possible.

You should contact your insurer if, for example:

• First aid is administered.
• An ambulance is called or hospital treatment is required.
• A parent or carer expresses dissatisfaction or concern about what has happened.
• There is noticeable damage to a venue or third-party property.

Not every minor bump that is treated with a cold compress and quickly forgotten will need to be reported, but if you are unsure, it is usually better to check with your insurer or broker.

Social media and online comments

A post on Facebook, Instagram or another platform can also be relevant for Professional Indemnity or liability purposes. For instance, if someone alleges:

• That an injury occurred in your class.
• That your session was unsafe or poorly supervised.
• That your business is unprofessional or is being brought into disrepute.

These situations are worth reporting to your insurer, even if you believe the comments are unfair or inaccurate. Early notification gives your insurer more options to support you and helps protect your position if a formal claim does arise.

Understanding time limits for injury claims

In many cases, there is a legal time limit (known as the statute of limitations) for bringing an injury claim. Broadly speaking:

• For adults, this is usually three years from the date of the incident or from when the injury first became apparent.
• For children, the three-year period normally starts from their 18th birthday.

In some situations, an incident may not lead to an obvious claim straight away. A health issue connected to an activity might only become apparent much later, which is another reason why accurate record-keeping at the time of the incident is so important.

Buying your insurance

Choosing the right insurance is not just about price – it is about having cover that genuinely reflects the way you run your sessions.

Ask questions and make sure the policy fits you

When arranging your insurance, don’t be afraid to ask every question you need to feel confident. If you are not sure a policy is right for you, it is worth taking the time to clarify rather than hoping it will be “close enough”.

At Morton Michel, we specialise in childcare and children’s activities, so we welcome questions. It gives us the opportunity to understand how you work and explain, in plain language, how different covers can support you.

Some points to consider:

• People who help you: Do you have employees, casual staff or volunteer assistants? If so, check that Employer’s Liability cover is included where required.
• Equipment you rely on: Do you take portable equipment from venue to venue, and is it essential to your sessions? Ask whether this can be insured and for what value.
• Your Public Liability limit: Is your Public Liability sum insured appropriate for where you operate? Many schools, nurseries and local authorities specify a minimum level of cover – we often see a requirement for at least £5 million, for example.
• The types of activity you run: Make sure all your activities, age groups and any specialist or higher-risk elements are accurately described and accepted by your insurer.

In summary

Being prepared doesn’t mean expecting the worst; it means knowing that if something does happen, you have sensible precautions in place, clear records and insurance that is ready to respond.

By combining good risk management with appropriate cover, you can focus on what you do best: delivering safe, inspiring and enjoyable activities for children, while knowing that the right protection is behind you if you ever need it.

 This blog provides general information only and does not constitute professional or legal advice. Each childcare setting must assess its own risks and ensure compliance with relevant laws and guidance. Morton Michel accepts no liability for any loss, damage or injury arising from reliance on this content. Insurance cover is subject to the terms, conditions and exclusions of the individual policy.

Morton Michel Ltd is authorised and regulated by the Financial Conduct Authority, Firm Reference Number 527300. Registered in England and Wales under Registration Number 5120835. Registered Office: Rossington’s Business Park, West Carr Road, Retford, Nottinghamshire, DN22 7SW. Morton Michel Ltd is part of the PIB Group.